Setting up Systems to Boost Productivity: 7 Tips for making the most of your day
by Steve O'Sullivan
One of the first things I learned about business is that if you have to do something more than once, you need to create a system for it. The reason is simple. You'll save a ton of time in the long run if you slow down enough in the short run to create a model that you can repeat over and over.
Let's take a look at McDonald's for a minute. They've created systems for every aspect of their business. That's why you can go to any McDonalds in the world and get the same exact (crappy) tasting hamburger, fries and milk shake. I'm not suggesting you sell a product or service that is sub par, but make available that same product or service in an efficient and consistent way.
If you go behind the counter of that fast food joint I mentioned above, you will see footprints on the floor leading from the freezer to the fryer, directions and pictures of how to place the frozen fries into the oil, what button to push to time the fries, how to salt those deep fried russets after they come out of the cooker, etc, etc, etc...Systems (You can read more about this in Michael Gerber's The E-Myth Revisited)
You don't need to go to this extreme. But you can see how creating these models has allowed Mickey D's to grow quickly and worldwide. So can you see that if you had some systems for dealing with your marketing, record keeping, product ordering and all the rest of the tasks you do over and over, you could stop pulling your hair out because you have too much to do?
So now you know why having systems can be a major benefit for you. But this begs the question, "What is a system?" Here's a couple of definitions from the dictionary.
sys·tem (sĭs'təm) n.
An organized set of interrelated ideas or principles.
A condition of harmonious, orderly interaction.
An organized and coordinated method; a procedure.
Check out these 7 Tips to boosting your productivity with systems.
by Steve O'Sullivan
One of the first things I learned about business is that if you have to do something more than once, you need to create a system for it. The reason is simple. You'll save a ton of time in the long run if you slow down enough in the short run to create a model that you can repeat over and over.
Let's take a look at McDonald's for a minute. They've created systems for every aspect of their business. That's why you can go to any McDonalds in the world and get the same exact (crappy) tasting hamburger, fries and milk shake. I'm not suggesting you sell a product or service that is sub par, but make available that same product or service in an efficient and consistent way.
If you go behind the counter of that fast food joint I mentioned above, you will see footprints on the floor leading from the freezer to the fryer, directions and pictures of how to place the frozen fries into the oil, what button to push to time the fries, how to salt those deep fried russets after they come out of the cooker, etc, etc, etc...Systems (You can read more about this in Michael Gerber's The E-Myth Revisited)
You don't need to go to this extreme. But you can see how creating these models has allowed Mickey D's to grow quickly and worldwide. So can you see that if you had some systems for dealing with your marketing, record keeping, product ordering and all the rest of the tasks you do over and over, you could stop pulling your hair out because you have too much to do?
So now you know why having systems can be a major benefit for you. But this begs the question, "What is a system?" Here's a couple of definitions from the dictionary.
sys·tem (sĭs'təm) n.
An organized set of interrelated ideas or principles.
A condition of harmonious, orderly interaction.
An organized and coordinated method; a procedure.
Check out these 7 Tips to boosting your productivity with systems.
Do the Right Things - Set up systems for the most important aspects of your business. That is, the things that make you money. Typically that means marketing to clients and serving clients. So make a list of the most important tasks that occur the most often. Begin creating your system the next time you have to do one of those tasks.
But I Don't have Time - Stop saying this! The reason you don't have time is you don't have your systems in place. It's a bit counter intuitive. Like taking a portion of you valuable time to plan what to do with your valuable time. It works, stop questioning it. Systems don't have to be complex, they can be as simple as a check list.
Outsource - For example, unless you are an Accountant, don't do your own accounting and bookkeeping. They already have systems to do the work for you. All you need to do is set up a way of getting the information to your Accountant. Remember, If you don't have an assistant, you are one! Get help as soon as you can. Slowly hire others to do the things you don't enjoy or are not excellent at. You can apply this at home too, hire a "gofer" to pick up the dry cleaning, gas up your car, run to the post office, and such.
Set Up New Systems as you Go - Each time you start a new project or introduce a new aspect of your company, create a system for it right away. For instance, create a new file (either physical and/or on your computer) for every new client you get. Each time you do any work for them, file the documents in the proper file right away! Or create a checklist for opening or closing your shop, i.e., 1. Unlock the door. 2. Turn off the alarm, etc.
Don't' Worry if it's Not Perfect - Just get started, you can make your plan better as you go. Try it, analyze it, fix it, change it, dump it. Ask for advise on how to make it better, ask your friends, husband, wife or children what they think. If you have employees, get them involved in the process, you'll be amazed how a different perspective can revolutionize your process and your progress.
Make it Teachable - Take the time to develop your systems in such a way that you could easily give the directions to a new employee and have her duplicate your efforts right away. When you are brand new in a business you may not think of this, but seasoned entrepreneurs know how painful it is to train a new person only to have them leave after a few months. Now you're stuck training someone new. If you had created clear directions that anyone could follow, that wouldn't be a problem. (Remember the McDonald's example? Follow the footsteps on the floor!)
Make it Automatic - Once your systems are in place, your goal should be to make them happen automatically. Sort of a system for your systems. For instance, this ezine is set up through an "autoresponder". When someone want's to subscribe or unsubscribe to The LifeLine (and I can't imagine why anyone would want to unsubscribe) my system adds or removes their name automatically. That way I don't have to go in manually and add or remove them from my e-mail list.
Finally, setting up systems will completely change your business. You will be able to get so much more done, and be so consistent with your efforts you will wonder why you waited so long. If you need some more help putting your business systems into place, give me a holler and I'll be happy to help.
P.S. Try putting some systems in place for your personal life, they work just as well there!
© 2007 Steve O'Sullivan
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Business Productivity Coach, Speaker and Expert Author Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE productivity tips and tools now at http://www.sosimpact.com/
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